Purchase Orders

When the dashboard flags an item running low, the next move is to order from the supplier. A purchase order records what was ordered, from whom, how much and when it is due — so nobody has to remember it when the delivery arrives.

Illustration of the Purchase order screen

Area	What it is
1. Export button	Download the order list as a file.
2. New order	Raise a new purchase order.
3. Search and filters	Search by order code or supplier; filter by Order date, Provider and Status.
4. Clear, refresh, columns	Drop the filters, reload, choose which columns show.

The table holds the Order code, Provider, Order date, Expected date, Total amount and Status.

An empty screen is usually the date filter

The screen opens with Order date = today. Widen the range at position 3 to see older orders.

Raising a purchase order

Illustration of the Create purchase order form

Area	What to enter
1. Order code and Provider (required)	The code you will search for later, and who you are buying from. Branch is where the goods go.
2. Status	Where the order stands — see below. Beside it are the Order date and the Expected date.
3. The medicine line	Medicine name, Batch number, Qty, Import price, Unit price, Mfg., Exp. and a Note. The line's Amount is calculated.
4. Add medicine	Add the next item to the order.

The Note at the bottom is for anything the supplier should know about the order as a whole.

Order statuses

Status	Meaning
Draft	Being written, not sent.
Pending approval	Finished, waiting for approval.
Approved	Confirmed and sent to the supplier.
Received	The goods arrived and a stock entry was made.
Cancelled	Dropped.

The status column answers the question that comes up most when stock runs short: which orders are still on their way.

Related

• Stock Import — the next step when goods arrive.
• Inventory — where you see what needs reordering.
• Pharmacy Overview — the dashboard's ready-made Low stock list.